Budget & Operations Coordinator — Arts & Design

University of Notre Dame; Notre Dame (IN); On-site; USD 19,000 - 32,000; Full time

Job summary

The University of Notre Dame's Department of Art, Art History, and Design seeks an organized, proactive Department Coordinator to support faculty, staff, students, and academic programs. The role provides administrative support to the Department Chair and faculty across studio art, art history, and design.

This position manages budgets, purchasing, employment, building operations, and academic program support, requiring strong organization, attention to detail, sound judgment, and the ability to

Qualifications

• 1–2 years of administrative or related professional experience.
• Strong organizational and time‑management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and ability to learn university administrative systems.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and respond effectively to interruptions.
• Professional, service‑oriented approach when working with faculty, staff, students, and campus partners.
• Ability to work independently, exercise sound judgment, and solve routine problems.

Responsibilities

• Budget & Financial Administration: monitor and reconcile departmental accounts, expenses, and financial activity.
• Process reimbursements, honoraria, check requisitions, and other payments.
• Assist faculty and staff with budget systems, travel, purchasing, and related policies.
• Prepare budget forecasts and the department’s annual non‑regular budget submission.
• Track funding and expenditures for BFA student awards.
• Faculty & Personnel Administration: coordinate processes related to hiring, appointments, renewals, leaves, tenure, and promotion.
• Support hiring of adjunct faculty and teaching scholars.
• Coordinate visa‑related processes for international faculty.
• Maintain confidential personnel records and documentation.
• Serve as a liaison with the Dean’s Office, Provost’s Office, and other university offices.
• Department Operations & Purchasing: work with campus partners on building maintenance and service needs.
• Purchase materials, equipment, and supplies for Studio Art and Design.
• Coordinate purchasing needs for adjunct faculty and graduate students.
• Manage departmental keys and building access needs.
• Academic Program & Student Support: assist undergrad and grad students with registration, eForms, overrides, and other processes.
• Support administrative needs related to study abroad courses.
• Maintain graduate student stipend information.
• Assist with major advising coordination.
• Provide administrative support for program meetings, student activities, and the annual graduation reception.
• Student Employment & General Administrative Support: post student employment opportunities and process hiring requests.
• Assist with student employee onboarding and approve hours.
• Prepare reports, maintain records, and provide general administrative support to the department.

Skills

Administrative experience

Organizational skills

Communication skills

MS Office proficiency

Attention to detail

Multitasking

Independent work

Tools

Microsoft Office Suite

Job description

The University of Notre Dame's Department of Art, Art History, and Design seeks an organized, proactive Department Coordinator to support faculty, staff, students, and academic programs. The role provides administrative support to the Department Chair and faculty across studio art, art history, and design.

This position manages budgets, purchasing, employment, building operations, and academic program support, requiring strong organization, attention to detail, sound judgment, and the ability to